Due to the coronavirus epidemic, remote working solutions such as video conferencing have become critical to company survival. Video conferencing may save travel time and cost and boost productivity under typical situations. Therefore it has been considerably transforming the corporate sector. The influence of technology is now being felt like never before. Whichever video conferencing platform is used, applying video conferencing best practices is crucial for a productive virtual meeting. Here are our 10 pro tips for efficient virtual conferencing.
Video Conferencing Best Practices: 10 Pro Tips
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Ensure Stable Internet Connection
The most critical need for video conferencing is reliable and fast internet access. The meeting may suffer from visual interruptions and choppy audio when the connection is sluggish. While using your laptop, use a LAN cable to ensure a consistent Internet connection. Fiber optics connection is widely known to be more reliable than the ethernet cable. If wireless access is your sole option, choose secure connectivity with robust encryption and password security.
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Pick a Good Video Conferencing Software
A high-quality video conferencing program like Convay may help with effective corporate communication. This type of software may be downloaded for free and will assist in maximizing virtual conferencing for greater company returns. To ensure seamless video collaboration throughout the conference, ensure you have the most recent version of the software and that it is reliable and compatible with your operating system
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Dress Properly
Keep in mind that this is a formal gathering, so dress appropriately. As a firm representative, you should not act or dress in a way that jeopardizes the organization’s reputation. During a video conference, wearing multicolored clothing is not suggested.
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Set Agenda Before the Meeting
Along with the meeting invitation, you must submit an agenda. So the visitors be able to understand why they have been invited and will be able to prepare correctly. It can also be a good idea to distribute materials via email or in the workplace.
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Keep Time Zones in Mind
It is incredibly normal to host people from many locations. Make sure to choose a time that is convenient for all parties involved. When sending calendar invitations, keeping time zones in mind is crucial. Remember- selecting the wrong time zones will generate confusion and harm the conference’s productivity.
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Don’t distract
Ensure there’s nothing in the way of your camera’s line of sight that might distract the other attendees during the meeting. Also, ensure your cell phone is switched to quiet mode during the meeting.
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Familiarize Yourself with the Video Conferencing Features
Choosing the right platform is always daunting as all don’t come with easy-to-use features. While the conference is in progress, try to remove any background noise, which should help reduce any echo from the microphone. Furthermore, make it a point to show the participants how to mute and unmute the microphone and ensure they are all using it. Other specialized features like the whiteboard, screen sharing, polls, etc., should be familiarized before the meeting.
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Do Not Speak at the Same Time
When many people attend the same conference, it becomes quite difficult. You should exercise patience and avoid speaking while others are speaking. It is advised that the presenter defers his questions until the conclusion so everyone can speak out. The host must manage the conference to be successful.
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Choose a Suitable Location
In reality, certain conferences should be held in a more formal format. Suppose you are working with a new consumer. In that case, it is recommended that you utilize a specialized conferencing room with high-end video conferencing technology, or you may even reserve a room to create more comfortable seating.
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Make Sure the Lighting is Suitable
Proper lighting with low glare is essential for any effective video meeting. Choose natural lighting if possible, but make sure it won’t distract the people on the other side. Additionally, verify that the camera has appropriate illumination. Avoid using highly strong lights. Go for fluorescent lighting instead.
Final Words
In today’s world, many businesses are using video conferencing. Therefore employees must be prepared for these sorts of meetings. Keep the video conferencing do’s and don’ts in mind and follow video conferencing best practices for a successful session. This will help you boost the efficiency of the meeting and prevent any unpleasant situations.
